Programme Management Assistant

vor 3 Wochen

Geneva, Schweiz beBee S CH Vollzeit

tendersglobal.net

JOB DESCRIPTION

Job Opening
Job Opening ID: 220538
Job Network : Questions économiques et sociales et développement
Job Family : Programme Management
Category and Level : General Service and Related Categories, G-5
Duty Station : GENEVA
Department/Office : United Nations Conference on Trade and Development
Date Posted : Nov 24, 2023
Deadline : Dec 23, 2023

Org. Setting and Reporting
This position is located in the Trade Logistics Branch of the Division on Technology and Logistics (DTL) of the United Nations Conference on Trade and Development (UNCTAD). The incumbent reports to the Chief of the Human Resources Development/TrainForTrade Section and receives the overall guidance of the Chief of Branch.

Responsibilities
Within limits of delegated authority, the Programme Management Assistant may be responsible for the following duties:

• Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
• Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, raising payments, vouchers, visa applications, etc.) as well as the recruitment of consultancy services or the contracting of procurement services.
• Manages, updates, and further develops internal databases; updates website and social media; generates a variety of standard and non-standard statistical and other reports from various databases.
• Performs other duties as assigned.
Competencies
• Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
At least five (5) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of related experience is reduced to three (3) for candidates who possess a first-level university degree or higher.

Two (2) years of such experience with the United Nations Common System or a similar international organisation is desirable.

Experience providing general office or administrative support to a team is desirable.

Experience with ERP system such as Umoja, Inspira or similar is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Fluency in Spanish is also required.


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